Person register can be found from Registers > Person register.
If a company is paying salaries or travel and expense invoices, it has to install earner information to the person register. It is important that all the necessary information is filled to the register in order to create Income register reports. More information about the sufficient identification of persons can be found here.
Entering information
Person's name and address
A person’s First name and Last name are mandatory fields. You must set a Street address, Postal code and City for the person, if the salary statements are mailed to the person.
Address in Finland
You can enter the recipient’s address in Finland in the Address in home country field. In some international salary payment situations, entering the address in home country is mandatory for reporting salary information.
Invoicing information
In the salary information report, the income earner is primarily identified using a Finnish customer ID or a social security number. With the Incomes Register reform, the letters in the social security number must be capital letters (ddmmyy-000M). If the income earner does not have a Finnish social security number, enter a foreign identifier (see below). In this case, you must also enter the person's or company’s name and address. If the income earner is a natural person, also enter the date of birth and gender. If the income earner has both a Finnish social security number and a foreign identifier, enter both of them.
If the person does not have a social security number, enter an “artificial personal identifier” ddmmyy-UUUU in the ID field. You should use the person’s real date of birth when specifying the personal identifier. This is included in the mandatory information in accordance with the Incomes Register. This is why the ddmmyy should be correct.
You have the option to use the customer number to facilitate the identification of persons. You can enable automatic customer numbering in the usage settings (Management > Company info > Usage settings > Use automatic person numbering). Then, a customer number is automatically generated for a new person when the person is saved. You can also search for employees in the employee register based on employee numbers.
Date of birth: The age of the employee is primarily calculated from the Date of Birth field. If the field is blank, the age is still calculated from the ID, if possible. When using an artificial number, the date of birth is entered in this field.
Payment info
A person should have an Account number to make the person visible in the employee register. In Procountor, salaries can only be paid within the EU.
You can use the Term of payment field to set the due date of travel or expense invoices. The salary statement payment dates are set in connection with creating the salary list.
Registry information
Filling in the registry data fields is not mandatory.
It is necessary to fill in the Email address, if salary statements are sent via e-mail. The recipient must give their consent to the use of e-mail for sending salary statements because Procountor’s e-mail system does not support protected messages.
A person can be specified in one or several groups of persons. A person can only belong to one reporting group at a time.
By default, the person must always be active. A person can be deactivated; then, the person is no longer visible in person register searches unless you use a specific search criterion. Please note, though, that the salary details of deactivated persons are not transferred to the annual reports used in 2018. We would recommend keeping a person active until all annual salary reports have been sent to the different institutions, such as the Tax Administration and insurance companies.
Sufficient identification of a person
From January 2019, salary and payment info will be declared to the income register. The salary info notice will contain information about the earner as well. If travel invoices are being created or salaries calculated for the person, the person in question must have the sufficient personal information in their basic info.
In Procountor the identification of a person is done through the Person's basic info view. The main identifier is a Finnish social security number or business ID. If there is no Finnish identifier information, then the person’s basic info should contain sufficiently precise info in order to identify the person.
In Procountor, travel invoices can be used to process kilometer allowances, daily allowances and meal allowances. These transactions should be declared to the income register, therefore each person should have sufficient identifier information to create a travel invoice.
When sufficient identifier information has been provided, travel invoices can be created for the person in question and the person will be added on to the employee register list. The person must be a employee, so that their salary info and salary base can be specified, based on which the actual salary calculation will be completed.
Finnish social security number
If a person has a Finnish social security number, the person register should provide, at least, this information:
Name: surname and given name
ID: SSN and social security number character string in ddmmyy-000X format. The characters appearing in the social security number must be entered in upper case.
Account number: account number in IBAN format and BIC-code
Finnish business ID
If a company, with a Finnish business ID, is paid tax-free compensation or income then, at least, the following information should be saved on to the person register:
Name: the company name is added in to the “surname” field
ID: The FI and business ID character string in NNNNNNN-N format. The company ID must be an existing business ID in the Business Information System BIS (“YTJ” in Finnish).
Account number: account number in IBAN format and BIC-code
International cases
If a person does not have a Finnish social security number or business ID then the following information should be saved to the person in question’s basic info on the person register:
Name: surname and given name
ID: The artificial identifier replacing the SSN and Finnish social security number should be entered in ddmmyy-XXXX format. The person’s date of birth and last four X characters, given in the artificial identifier, should be entered in upper case. The ID field must be filled if you want to create travel invoices or salary slips for the person in question in Procountor.
ID in home country if the home country social security number is available then this info should be filled. Home country ID is not mandatory information.
Gender must be separately specified in international cases, where the person’s gender cannot be determined from a Finnish social security number. The information is mandatory in an international case and the information must be added to the income register, in order to declare tax-free compensation and income.
Address info: street address, postal code, city and country. Each person must have at least one address specified. If a person has both a Finnish and a home country address then both can be entered, but one is sufficient. Remember to specify the “country” in the address info. If the address is Finnish then the country is “Finland.” Country information is mandatory extra address info in international cases.
Account number: account number in IBAN format and BIC-code. In the person register, bank info related to making payments (only to SEPA countries) can be saved for each person. If a person's travel invoice or salary is to be payed to a foreign bank then the payment should made with, for example, a purchase invoice.
Person management information
The Management function opens the person Management view where you can enter person management information. You can use this information when searching for persons from the person register. You can check the management information from the CRM report, which can be found in the register reports.
The management page is the same for all our business partners (customers, vendors, persons), furthermore the spaces and procedures used are also the same. Additional information on the management page can be found here.
Personal defaults
The Defaults function, of the basic info page, opens a menu, through which you can specify each person’s default products and dimensions. The defaults specify what kind of information is included in each person’s travel and expense invoices.
Person's Default products
Default products can be added under Defaults > Default products. When a person’s default product is specified, it is automatically added to the person’s travel and expense invoice, when the number of defaults is one or higher. Personal prices and discounts can also be managed using default products.
The product information of the created invoices can be edited after the creation of the invoice, if necessary.
Additional information on specifying default products for business partners (including persons) can be found here.
Person's default dimensions
In the default dimension of the person register you can specify how each person’s travel and expense invoices can be dimensioned automatically. If a person's invoices do not fit a certain default dimension, the invoices can be dimensioned for each person separately, if necessary.
Default dimensioning can be done to those dimensions and items that are already included in the accounting information.
On the Default dimensions page, the dimensions can be specified by selecting “dimension item” or “items” from the selection box below and adding percentages for them. The total sum of the dimension items must be 100%. Default items can be chosen for each dimension, but only as many as specified in the Usage settings Dimensioning qty field.
Other functions
Several other functions are also available under “Person’s basic info.”
The Edit function allows you to complete the following actions:
- add a completely new person to the person register
- copy a person’s information as a template for a new ID card
- delete the ID card in question from the register
The Search business partner data function opens each person’s basic info in Excel, as a html-file, in the chosen language.
The Invoiced items function can be seen if the additional feature Item invoicing is in use.
The Add to invoice function moves the person in question’s information to a new travel and expense invoice (if necessary, also to other receipt types).
The Search invoices function allows you to search for receipts and shows each person’s salary slips and travel and expense invoices.